Workplace & Culture Manager, New York City

Prosper AI•New York, NY

6d•Onsite

About The Position

Prosper AI is building advanced conversational AI agents for healthcare to handle administrative tasks like claims status checks, benefit verification, prior authorizations, patient scheduling, and balance reminders. The company aims to eliminate significant administrative waste in the healthcare system. Prosper AI is headquartered in New York with an office in Barcelona, has raised $30M from investors including a16z, Base10, YC, and Emergence, and has a team of 60 individuals with backgrounds from institutions like MIT and HBS. As the company prepares for its next growth phase, it is seeking talented individuals to help scale the team. This role is for a Workplace & Culture Manager in New York, responsible for the employee experience, office environment, rituals, events, and the onboarding process for new hires. The New York office also serves as the company's HQ, making first impressions for customers, candidates, and investors crucial. The position reports to the Head of People and collaborates with a counterpart in Barcelona. It is a hands-on role with significant ownership, requiring initiative and a proactive approach. The role is based in person in New York City.

Requirements

3–5 years of experience running an office, workplace, or employee experience, preferably in a fast-growing startup.
Experience managing high-visibility office operations where attention to detail is critical.
Proven ability to negotiate with vendors and work with building management.
Demonstrated ability to own processes end-to-end, including building, running, and improving them.
Highly organized, proactive in anticipating needs, and capable of closing loops without reminders.
Experience creating memorable events and rituals.
Warm, trusted demeanor with excellent communication skills across all levels, from founders to guests.

Nice To Haves

Experience opening, moving, or scaling an office.
Experience with an HR system or an applicant tracking system.
Familiarity with US onboarding processes (PEO, I-9).
Spanish language proficiency.

Responsibilities

Run the office: Ensure daily operations including cleaning, maintenance, security, supplies, and shipping. Manage vendors, including contract negotiation and performance. Act as the point of contact with building management and lead space planning. Manage the office budget, including planning, tracking, and reporting. Oversee the food, drinks, and office perks program.
Be the face of the HQ: Welcome customers, candidates, investors, and guests, ensuring smooth visits. Coordinate logistics for customer and investor meetings at the office.
Build the culture: Plan and execute a quarterly calendar of events (socials, celebrations, hackathons, offsites, all-hands). Maintain and establish rituals that define the Prosper experience. Manage rituals connecting New York and Barcelona, including organizing travel. Oversee office communications. Monitor employee sentiment in the office and take action based on feedback. Represent Prosper in New York's tech and talent community through events and partnerships.
Make joining Prosper great: Own the onboarding process in New York, ensuring desks, equipment, and access are ready, and providing a memorable first week with 30, 60, and 90-day check-ins. Manage the exit process for departing employees. Own the candidate experience in New York, including interview scheduling, office visits, and ensuring timely communication.
Be the local face of People: Serve as the primary contact for New York employees' questions, directing them to appropriate resources. Collaborate with the US payroll and benefits provider on daily inquiries, including I-9 verification. Maintain accurate employee information in the HR system.